Senior Officer, Logistics and Procurement

Organizational Context

he International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.”  IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.  

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services. 

 IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.  

Since September 2023, Armenia has experienced a massive influx of individuals following the military escalation starting on 19 September. Recognizing the urgency Armenian Red Cross Society (ARCS) is responding to the immediate needs of the people arriving to Armenia, as well as the medium- to longer-term humanitarian needs to contribute to early recovery of people affected by the disaster, including the population arriving to Armenia, host communities, and people from the disputed region who arrived during previous population movements. IFRC plays a constructive and proactive role in supporting the collective Movement response in close coordination with ARCS and ICRC. Thus, the Emergency Appeal was launched as part of a Federation-wide approach, based on the response priorities of the ARCS and in consultation with all Federation members contributing to the response. 

Job Purpose

The purpose of this role is to support the implementation of activities of the IFRC, the ARCS and the PNS in country. 

The incumbent ensures effective execution of operational procurement, supports tendering for the region as required, ensures timeliness and best value for money, achieving KPI’s and objectives set. He/ She ensures delivery of all goods and services striving for the right quality, price and time delivery working in close coordination with the global sourcing and global operational procurement team.

The role carries accountability for ensuring compliance with IFRC procurement procedures, processes and supply chain standards globally. He/she is charged with the preparation and issuance of local and international purchase orders for supplies, equipment and services and the preparation and submission of Procurement reports and analysis including tracking and performance tools. 

Work in close collaboration with the Armenian Red Cross Society (ARCS) and the Partner National Societies active in-country to ensure efficient implementation of all activities needed support/logistics services. 

Collaborate with the ARCS logistics department to build on the supply chain and logistics capacity at HQ and branch level

Job Duties and Responsibilities

Procurement

• To provide Operational Procurement activities for IFRC Operations in the Country Cluster support teams in full compliance with IFRC Procurement procedures and Processes ensuring best practice to enable efficient and cost-effective procurement meeting requestor requirements.
• To liaise with relevant IFRC technical operational departments to establish procurement plans, procurement pipelines to keep requestors informed and ascertain needs and technical requirements/specifications from those technical departments to enable delivery in time of requested goods and services.
• To identify and engage with relevant key suppliers within the range of products and service categories required to ensure the provision of the goods and services to meet present and anticipated operational requirements establishing and keeping the supplier registry current by category for reference.
• To actively participate in the delivery of procurement service improvement, best practice, continuous learning and knowledge sharing between departments and keep the unit at the forefront of innovative procurement service practices.
• To engage in internal relationship building ensures cross-functional cooperation and integration to minimize risk ensures results in high quality technical solutions.
• To fully support the implementation of local, regional/global Framework Agreements.
• To support external procurement requests by sourcing and providing cost estimates, conducting procurement processes for required goods and services and liaising with the finance department on payments and invoicing.
• To provide in-country technical support to logistics/procurement set-ups in-country.
• To liaise with government, international organizations and private enterprises to keep abreast of current activities in the field of procurement such as local and regional business practice, supplier and product/service availability and reputation etc. to enable delivery of most efficient procurement service.
• To provide support and training as and when required to national procurement staff, volunteers and National Societies (NS) to improve the quality of procurement services with Red Cross Red Crescent Movement, promote adherence to best practice principles and compliance with necessary regulation, legislation and IFRC procedures.
• To develop a supplier database for country cluster delegations.

Logistics

• Overview / follow-up the procurement process, customs clearance, and other formalities for all international procurement / consignments ensuring the timely and accurate completion of all requests in line with IFRC procedures, SOP and shipping instruction.
• Develop, disseminate, and implement country specific import/export guidelines in line with the country’s laws and regulations for the Country Cluster Delegations.
• Coordinate the storage and movement of items in-country and or National Society storage facilities.

Purchasing and supplies

• Organize procurement of supplies, customs clearance and forwarding in accordance with Federation procedures.
• Handling of supplier files, including requests for quotations, comparative bid analysis, placing of purchase orders, and follow-up on the delivery of goods and services.
• Arranging for dispatch of materials and supplies

Job Duties and Responsibilities (continued)

Audit and Compliance

• Keep all logistics & procurement documentation to full audit trail standards following standard IFRC procedures
• Maintenance and insurance of office inventory
• Maintenance of office working advance in line with Federation policy.
  Engaging in implementation of audit recommendations and updated policies, processes, and procedures and report for any issues while implementing.

Support National Societies

• Support emergency operations and service delivery in Armenia. This includes a logistics development and capacity building of the branches.
• Provide comprehensive assistance to a wide range of essential services, including but not limited to financial service providers and relief procurement. Support key services by leveraging supply chain expertise and technical resources.
• Support the National Society in improving their supply chain. This includes contracting framework agreements, due diligence to ensure compliance with working modalities with ARCS, warehouse management, transportation)

Warehouse Management

• To provide support and training as and when required to national warehouse management staff

Fleet

• Support the admin with the management of the fleet and follow IFRC safety procedures for vehicle management as and when required:
• Update all the information about the IFRC vehicle in Fleetwave.
• Coordination of Fleet management, monthly payment of fuel, Logbooks are well maintaining, car servicing, maintenance of an updated filing system.
• Providing driving support for the office to deliver or pick up various items for the office, drive staff to the relevant destination when required. And Including HOC
• Ensure that the IFRC cars are always clean.
• Report all vehicle defects and any missing items to the Senior Human Resources & Administration Officer immediately no matter how minor.
• Check logbooks daily and ensure that recordings are kept up to date.

Education

Required:

• A university degree in Procurement or Supplies or equivalent combination of education and experience.

Preferred:

• An advanced degree in commerce and certified membership in a professional association related to the work

Experience

Required:

• Proven 5 years of professional experience in Purchasing and Supplies
• At least 1 year field experience in a humanitarian organization

Preferred:

• At least 1-2 years in managing and supporting staff
• Red Cross/Red Crescent knowledge and experience

Knowledge, Skills and Languages

Required:

• Knowledge of supply chain management
• Commercial acumen
• Relationship and Staff management as well as development skills
• Problem solving skills
• Good communication and reporting skills
• Good understanding of financial processes and budgeting
• Ability to work in a cross-cultural and cross-functional environment
• Strong interpersonal skills and good understanding of the global organization
• Excellent written and verbal communication skills and the ability to provide authoritative advice
• Ability to work toward tight deadlines and handle multiple tasks
• Ability to transfer knowledge, skills, and/or abilities to staff and volunteers. 
• Ability to translate Armenian to English and vice versa 
• Fluently spoken and written English
• Fluent spoken and written Armenian language 

Preferred:

• A broad understanding of global humanitarian issues, disaster recovery and related organizations

Competencies, Values and Comments

• Values: Respect for diversity; Integrity; Professionalism; Accountability.
• Core competencies: Communication; Collaboration and Teamwork; Pro-activity; National Societies and Customer Relations; Creativity and Innovation; Building Trust